Best practices
for making Excel spreadsheets accessible Check accessibility while you work in Excel Create accessible tables Use an accessible template Add text to cell A1 Add alt text to visuals Add accessible hyperlink text and ScreenTips Use accessible font format and color Create accessible charts Rename worksheets Delete blank worksheets Name cells and ranges Test the accessibility of your worksheets The following table includes key best practices for creating Excel spreadsheets that are accessible to people with disabilities. What to fix How to find it Why fix it How to fix it Avoid common accessibility issues such as missing alternative text (alt text) and low contrast colors. Use the Accessibility Checker. Make it easy for everyone to read your spreadsheet. Check accessibility while you work in Excel Use a simple table structure for data only, and specify column header information. To ensure that tables don’t contain split cells, merged cells, or nested tables, use the Accessibility Checker. Visually scan your tables to check that they don't have any completely blank rows or columns. Screen readers keep track of their location in a table by counting table cells. Screen readers also use header information to identify rows and columns. Create accessible tables Add text to cell A1. Make sure that you have text in cell A1. Screen readers start reading any worksheet from cell A1. Add text to cell A1 Include alt text with all visuals. To find all instances of missing alt text, use the Accessibility Checker. Alt text helps people who can’t see the screen to understand what’s important in images and other visuals. Add alt text to visuals Add meaningful hyperlink text and ScreenTips. To determine whether hyperlink text makes sense as standalone information and whether it gives readers accurate information about the destination target, visually scan the workbook. People who use screen readers sometimes scan a list of links. Add accessible hyperlink text and ScreenTips Use sufficient contrast for text and background colors. To find insufficient color contrast, use the Accessibility Checker. You can also look for text in your spreadsheet that’s hard to read or to distinguish from the background. If your spreadsheet has a high level of contrast between text and background, more people can see and use the content. Use accessible font format and color
Use an accessible template Give all worksheets unique names, and remove blank worksheets. To find out whether all sheets that contain content in a workbook have descriptive names and whether there are any blank sheets, use the Accessibility Checker. Screen readers read sheet names, which provide information about what is found on the worksheet, making it easier to understand the contents of a workbook and to navigate through it. Rename worksheets
Delete blank worksheets Name cells and ranges. Visually scan your workbook to see which cells and ranges would benefit from having a name. When you name cells and ranges, screen reader users can quickly identify the purpose of cells and ranges. Name cells and ranges Top of Page The Accessibility Checker is a tool that reviews your
content and flags accessibility issues it comes across. It explains why each issue might be a potential problem for someone with a disability. The Accessibility Checker also suggests how you can resolve the issues that appear. In Excel, the Accessibility Checker runs automatically in the background when you're creating a document. If the Accessibility Checker detects accessibility issues, you will get a reminder in the status bar. To manually launch the Accessibility
Checker, select Review > Check Accessibility. The Accessibility pane and the Accessibility ribbon open, and you can now review and fix accessibility issues. The Accessibility ribbon contains all the tools you need to create accessible spreadsheets in one place. For more info, go to Accessibility Ribbon and Improve accessibility with the Accessibility Checker. Tip: Use the Accessibility Reminder add-in for Office to notify authors and contributors of accessibility issues in their spreadsheets. With the add-in, you can quickly add reminder comments that spread awareness of accessibility issues and
encourage the use of the Accessibility Checker. For more info, go to Use the Accessibility Reminder to notify authors of accessibility issues.
Top of Page Tables can help you identify a set of data by name, and you can format the table using styles that make the data
stand out. When you carefully name and format your table, you can be sure that everyone can understand your data. It is also important to specify column header information and use a simple table structure to make sure that screen reader users can navigate the tables easily. By default, Excel names the tables you create as Table1, Table2, Table3, and so
on. To make it easier to refer to a table, give each table a descriptive name. A meaningful table name like "EmployeeList" is more helpful than the generic "Table1." With the descriptive name, you can, for example, quickly jump to the table with the Go To command (Ctrl+G) or the Name Manager dialog box. You can also easily refer to the table in formulas. Place the cursor anywhere in the table. On the Table Design tab, under Table Name, replace the default name, such as 'Table1,' with a more descriptive one. Note: Table names must start with a letter, an underscore (_), or a backslash (\) and cannot contain spaces. For more info, see section "Important notes for names" in Rename an Excel table. Select an accessible table styleLight colored tables with low contrast can be hard to read. To make your table more accessible, select a table style that has colors with a strong contrast. For example, choose a style that alternates between white and a dark color, such as black, dark grey, or dark blue.
Table structures to avoidDesign your tables keeping in mind the following:
Top of Page Use an accessible templateUse one of the accessible Excel templates to make sure that your spreadsheet design, colors, contrast, and fonts are accessible for all audiences. The templates are also designed so that screen readers can more easily read the spreadsheet content. When selecting a template, look for a template that has several features that support accessibility. For example:
For step-by-step instructions on how to use accessible templates, go to Video: Start with an accessible Excel template. Top of Page Add text to cell A1A screen reader starts reading any worksheet from cell A1. If you have a table on the worksheet, A1 should preferably be the title of the table. If the sheet is long or complex, add instructions or an overview of the sheet in cell A1. This will inform people who are blind what’s being presented in your worksheet and how to use it. This instructional text can match the background color. This will hide it from people who can see, but allows it to be read by screen readers. Top of Page Add alt text to visualsAlt text helps people who can’t see the screen to understand what’s important in visual content. Visual content includes pictures, SmartArt graphics, shapes, groups, charts, pivot charts, embedded objects, ink, and videos. In alt text, briefly describe the image and mention its intent. Screen readers read the text to describe the image to users who can’t see the image. Avoid using text in images as the sole method of conveying important information. If you must use an image with text in it, repeat that text in the document. In alt text, briefly describe the image and mention the existence of the text and its intent. Tip: To write a good alt text, make sure to convey the content and the purpose of the image in a concise and unambiguous manner. The alt text shouldn’t be longer than a short sentence or two—most of the time a few thoughtfully selected words will do. Do not repeat the surrounding textual content as alt text or use phrases referring to images, such as, "a graphic of" or "an image of." For more info on how to write alt text, go to Everything you need to know to write effective alt text. For the step-by-step instructions on how to add alt text, go to Add alternative text to a shape, picture, chart, SmartArt graphic, or other object. To find missing alt text, use the Accessibility Checker. Note: For audio and video content, in addition to alt text, include closed captioning for people who are deaf or hard of hearing. Top of Page Add accessible hyperlink text and ScreenTipsPeople who use screen readers sometimes scan a list of links. Links should convey clear and accurate information about the destination. For example, avoid using link texts such as "Click here," "See this page," Go here," or "Learn more." Instead include the full title of the destination page. You can also add ScreenTips that appear when your cursor hovers over text or images that include a hyperlink. Tip: If the title on the hyperlink's destination page gives an accurate summary of what’s on the page, use it for the hyperlink text. For example, this hyperlink text matches the title on the destination page: Create more with Microsoft templates. For the step-by-step instructions on how to create hyperlinks and ScreenTips, go to Work with links in Excel. Top of Page Use accessible font format and colorAn accessible font doesn't exclude or slow down the reading speed of anyone reading a spreadsheet, including people with low vision or reading disability or people who are blind. The right font improves the legibility and readability of the spreadsheet. For instructions on how to change the default font, go to Change the font size. Use accessible font formatHere are some ideas to consider:
Use accessible font colorThe text in your spreadsheet should be readable in a high contrast mode. For example, use bright colors or high-contrast color schemes on opposite ends of the color spectrum. White and black schemes make it easier for people who are colorblind to distinguish text and shapes. Here are some ideas to consider:
Top of Page Create accessible chartsCharts help make complex information easier to understand. To make charts accessible, use clear and descriptive language for the chart elements, such as the chart title, axis titles, and data labels. Also make sure their formatting is accessible. For instructions on how to add chart elements to your chart and make them accessible, go to Video: Create more accessible charts in Excel. Format a chart element
Top of Page Rename worksheetsScreen readers read worksheet names, so make sure those labels are clear and descriptive. Using unique names for worksheets makes it easier to navigate the workbook. By default, Excel names worksheets as Sheet1, Sheet2, Sheet3, and so on, but you can easily rename them. For instructions on how to rename worksheets, go to Rename a worksheet. Top of Page Delete blank worksheetsScreen readers read worksheet names, so blank worksheets might be confusing. Do not include any blank sheets in your workbooks. For instructions on how to delete worksheets, go to Insert or delete a worksheet. Top of Page Name cells and rangesName cells and ranges so that screen reader users can quickly identify the purpose of cells and ranges in Excel worksheets. Users can use the Go To command (Ctrl+G) to open up a dialog box which lists all the defined names. By selecting a name, a user can quickly jump to the named location.
Note: The name must start with a letter, an underscore (_), or a backslash (\) and cannot contain spaces. Top of Page Test the accessibility of your worksheetsWhen your spreadsheet is ready and you've run the Accessibility Checker to make sure it is inclusive, you can try navigating the spreadsheet using a screen reader, for example, Narrator. Narrator comes with Windows, so there's no need to install anything. This is one additional way to spot issues in the navigation, for example.
Note: Also make sure that your worksheets can be easily read on a mobile phone. This not only benefits people who have low vision and use magnification, but it also benefits a very broad set of mobile phone users. Top of Page See alsoRules for the Accessibility Checker Use the Accessibility Reminder to notify authors of accessibility issues Everything you need to know to write effective alt text Make your Word documents accessible to people with disabilities Make your PowerPoint presentations accessible to people with disabilities Make your Outlook email accessible to people with disabilities Make your OneNote notebooks accessible to people with disabilities Excel help & learning The following table includes key best practices for creating Excel spreadsheets that are accessible to people with disabilities. What to fix How to find it Why fix it How to fix it Include alternative text with all visuals. Visual content includes pictures, SmartArt graphics, shapes, groups, charts, embedded objects, ink, and videos. To find all instances of missing alternative text in the spreadsheet, use the Accessibility Checker. Alt text helps people who can’t see the screen to understand what’s important in images and other visuals. Avoid using text in images as the sole method of conveying important information. If you must use an image with text in it, repeat that text in the document. In alt text, briefly describe the image and mention the existence of the text and its intent. Add alt text to visuals in Microsoft 365
Add alt text to visuals in Office 2019
Add alt text to visuals in Office 2016 Add meaningful hyperlink text and ScreenTips. To determine whether hyperlink text makes sense as standalone information and whether it gives readers accurate information about the destination target, visually scan the sheets in your workbook. People who use screen readers sometimes scan a list of links. Links should convey clear and accurate information about the destination. For example, instead of linking to the text Click here, include the full title of the destination page. Tip: You can also add ScreenTips that appear when your cursor hovers over a cell that includes a hyperlink. Add hyperlink text and ScreenTips Give all sheet tabs unique names, and remove blank sheets. To find out whether all sheets that contain content in a workbook have descriptive names and whether there are any blank sheets, use the Accessibility Checker. Screen readers read sheet names, which provide information about what is found on the worksheet, making it easier to understand the contents of a workbook and to navigate through it. Rename sheet tabs Delete a
sheet tab Use a simple table structure for data only, and specify column header information. To ensure that tables don’t contain split cells, merged cells, or nested tables, use the Accessibility Checker. You can also visually scan your tables to check that they don't have any completely blank rows or columns. Screen readers keep track of their location in a table by counting table cells. If a table is nested within another table or if a cell is merged or split, the screen reader loses count and can’t provide helpful information about the table after that point. Blank cells in a table could also mislead someone using a screen reader into thinking that there is nothing more in the table. Screen readers also use header information to identify rows and columns. Add headers to a new table
Use headers in an existing table The following procedures describe how to add alt text to visuals in your Excel spreadsheets in Microsoft 365:
Add alt text to images Add alt text to shapes Add alt text to SmartArt graphics Add alt text to PivotTable Mark visuals as decorative Note: For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing. Tip: To write a good alt text, make sure to convey the content and the purpose of the image in a concise and unambiguous manner. The alt text shouldn’t be longer than a short sentence or two—most of the time a few thoughtfully selected words will do. Do not repeat the surrounding
textual content as alt text or use phrases referring to images, such as, "a graphic of" or "an image of." Add alt text to images, such as pictures and screenshots, so that screen readers can read the text to describe the image to users who can’t see the image. Do one of the following: Right-click an image. Select Edit Alt Text…. Select an image. Select Picture Format > Alt Text. The Alt Text pane opens. Type 1-2 sentences to describe the image and its context to someone who cannot see it. Tip: To spell-check the word you just typed, right-click the word and select an option from the list. Add alt text to shapes
Add alt text to SmartArt graphics
Add alt text to PivotTable
Tip: To spell-check the word you just typed, right-click the word and select an option from the list. Mark visuals as decorativeIf your visuals are purely decorative and add visual interest but aren't informative, you can mark them as such without needing to write any alt text. Examples of objects that should be marked as decorative are stylistic borders. People using screen readers will hear that these objects are decorative so they know they aren’t missing any important information.
Tip: If you have several decorative items, you can edit them in a batch. Select them all, open the Alt Text pane, and click Decorative. Add alt text to visuals in Office 2019The following procedures describe how to add alt text to visuals in your Excel spreadsheets in Office 2019:
Note: For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing. Tip: To write a good alt text, make sure to convey the content and the purpose of the image in a concise and unambiguous manner. The alt text shouldn’t be longer than a short sentence or two—most of the time a few thoughtfully selected words will do. Do not repeat the surrounding textual content as alt text or use phrases referring to images, such as, "a graphic of" or "an image of." Add alt text to imagesAdd alt text to images, such as pictures and screenshots, so that screen readers can read the text to describe the image to users who can’t see the image.
Add alt text to shapes
Add alt text to SmartArt graphics
Add alt text to PivotTable
Tip: To spell-check the word you just typed, right-click the word and select an option from the list. Mark visuals as decorativeIf your visuals are purely decorative and add visual interest but aren't informative, you can mark them as such without needing to write any alt text. Examples of objects that should be marked as decorative are stylistic borders. People using screen readers will hear that these objects are decorative so they know they aren’t missing any important information.
Tip: If you have several decorative items, you can edit them in a batch. Select them all, open the Alt Text pane, and click Mark as decorative. Add alt text to visuals in Office 2016The following procedures describe how to add alt text to visuals in your Excel spreadsheets in Office 2016:
Note: For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing. Add alt text to imagesAdd alt text to images, such as pictures, and screenshots, so that screen readers can read the text to describe the image to users who can’t see the image.
 Add alt text to SmartArt graphics
Add alt text to shapesAdd alt text to shapes, including shapes within a SmartArt graphic.
Add alt text to PivotCharts
Make hyperlinks, tables, and sheet tabs accessibleThe following procedures describe how to make the hyperlinks, tables, and sheet tabs in Excel spreadsheets accessible. Add hyperlink text and ScreenTips
Tip: If the title on the hyperlink's destination page gives an accurate summary of what’s on the page, use it for the hyperlink text. For example, this hyperlink text matches the title on the destination page: Templates and Themes for Office Online.
Add headers to a new tableSpecify a header row in a new block of cells you are marking as a table.
Rename sheet tabs
Delete a sheet tab
See alsoRules for the Accessibility Checker Make your Word documents accessible to people with disabilities Make your PowerPoint presentations accessible to people with disabilities Make your Outlook email accessible to people with disabilities Make your OneNote notebooks accessible to people with disabilities Excel help center The following table includes key best practices for creating Excel spreadsheets that are accessible to people with
disabilities. What to fix Why fix it How to fix it Include alternative text with all visuals and tables. Visual content includes pictures, SmartArt graphics, shapes, groups, charts, embedded objects, ink, and videos. Alt text helps people who can’t see the screen to understand what’s important in images and other visuals. Avoid using text in images as the sole method of conveying important information. If you must use an image with text in it, repeat that text in the document. In alt text, briefly describe the image and mention the existence of the text and its intent. Add alt text to images Add
alt text to shapes Add alt text to charts Give all sheet tabs unique names. Screen readers read sheet names, which provide information about what is found on the worksheet, making it easier to understand the contents of a workbook and to navigate through it. Rename sheet tabs Use a simple table structure for data only, and specify column header information. Screen readers keep track of their location in a table by counting table cells. If a table is nested within another table or if a cell is merged or split, the screen reader loses count and can’t provide helpful information about the table after that point. Blank cells in a table could also mislead someone using a screen reader into thinking that there is nothing more in the table. Screen readers also use header information to identify rows and columns. Add headers to new tables Use headers in existing tables The following procedures describe how to add alt text to visuals in your Excel spreadsheets. Note: For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing. Add alt text to images such as pictures and screenshots so that screen readers can read the text to describe the image to users who can’t see the image. Select an image. To open the Picture tab, at the bottom of the screen, at the end of the toolbar, tap the up arrow. Scroll down to the Alt Text command, and then tap it. Type a description and a title. Your changes are automatically saved. Tip: Include the most important information in the first line, and be as concise as possible.
Add alt text to shapesAdd alt text to shapes including shapes within a SmartArt graphic.
Add alt text to charts
Make tables and sheet tabs accessibleThe following procedures describe how to make the tables and sheet tabs in your Excel spreadsheets accessible. Add headers to new tablesSpecify a header row in a new block of cells you are marking as a table.
Rename sheet tabs
See alsoRules for the Accessibility Checker Make your Word documents accessible to people with disabilities Make your PowerPoint presentations accessible to people with disabilities Make your Outlook email accessible to people with disabilities Make your OneNote notebooks accessible to people with disabilities Excel help center The following table includes key best practices for creating Excel for the web spreadsheets that are accessible to people with disabilities. What to fix How to find it Why fix it How to fix it Include alternative text with all visuals and tables. Use the Accessibility Checker to find instances of missing alternative text in the spreadsheet. Alt text helps people who can’t see the screen to understand what’s important in tables. Avoid using text in tables as the sole method of conveying important information. In alt text, briefly describe the contents of the table and its intent. Add alt text to images
Add alt text to charts Add meaningful hyperlink text. To determine whether hyperlink text makes sense as standalone information and whether it gives readers accurate information about the destination target, visually scan the workbook. People who use screen readers sometimes scan a list of links. Links should convey clear and accurate information about the destination. For example, instead of linking to the text Click here, include the full title of the destination page. Add hyperlink text Give all sheet tabs unique names, and remove blank sheets. Read the names of the sheet tabs in your workbook, and verify that each sheet has content. Screen readers read sheet names, which provide information about what is found on the worksheet, making it easier to understand the contents of a workbook and to navigate through it. Give the workbook a meaningful name
Rename sheet tabs Delete sheet tabs
Use a simple table structure for data only, and specify column header information. Use the Accessibility Checker to ensure that tables don’t contain split cells, merged cells, nested tables, or completely blank rows or columns. Screen readers keep track of their location in a table by counting table cells. If a table is nested within another table or if a cell is merged or split, the screen reader loses count and can’t provide helpful information about the table after that point. Blank rows and columns in a table could also mislead someone using a screen reader into thinking that there is nothing more in the table. Screen readers also use header information to identify rows and columns. Use headers in a table The following procedures describe how to add alt text to images and charts in your Excel for the web spreadsheets. To add alt text to tables, use a desktop version of Excel. Note: We recommend only putting text in the description field and leaving the title blank. This will provide the best experience
with most major screen readers including Narrator. Right-click the image, and then select Alt Text to open the Alternative Text dialog box. Revise the text in the Description text box. Select OK. Right-click the chart, and then select Alt Text to open the Alternative Text dialog box. Add text in the Description text box. Select OK. The following procedures describe how to make the hyperlinks, tables, and sheet tabs in Excel for the web spreadsheets accessible. Right-click a cell. Select Hyperlink. In Display Text, type the text that people will click on. Then, depending on the type of link you want to use, do one of the following: In URL, type or paste the address. In Place in this document, type the location of the cell you want to link to. For example, A6. In Email address, type the email address in the format of . Click OK. Tip: If the title on the hyperlink's destination page gives an accurate summary of what’s on the page, use it for the hyperlink text. For example, this hyperlink text matches the title on the destination page: Templates and Themes for Office Online. Select File > Save As. Select Save As, and then type a name for the file. Create a name that provides a hint about what kind of data the file contains. If possible, include the date as part of the name. (Optional) Select the Replace existing file check box. Select OK. Note: If you want to rename a file, select Rename, type the name for the file, and select OK. Right-click a sheet tab, and select Rename. Type a brief, unique name for the tab that's descriptive of its contents. Select OK. Right-click a sheet tab. Select Delete. Select OK. Rules for the Accessibility Checker
Make your Word documents accessible to people with disabilities Make your PowerPoint presentations accessible
to people with disabilities Make your Outlook email accessible to people with disabilities Make
your OneNote notebooks accessible to people with disabilities Excel help center What command is used to insert information into a worksheet that will display at the top and bottom edges of the printed page?Lesson 6,7,8 MOAC. Which command on the Insert tab enables a user to insert a picture of a program window into a worksheet?Excel, Vocab 2. |
John would like to add a banner at the top of his spreadsheet. which object should he insert?
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